Event Project Manager, Office of the President

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 60,000 - 73,000; Full time

Job summary

The Rector & Visitors of the University of Virginia in Charlottesville, VA seeks an events coordinator to plan and coordinate major university events, supporting senior planners with invitations, communications, and materials. You will craft print and digital communications, staff events, and manage a range of logistics on site.

Applicants should hold a Bachelor's Degree with four years of related experience, excel at multi-project management, and be adept with Cvent, Eventbrite, and Adobe

Qualifications

• Bachelor’s degree required; four years of related experience.
• Experience managing multiple concurrent projects in a fast-paced environment.
• Experience with budgeting and vendor contract negotiations.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Plan and coordinate events across university programs.
• Support senior event planners with invitations, communications, and materials.
• Create and distribute print and digital communications for events.
• Maintain departmental websites and respond to phone/email inquiries.
• Use university tech platforms (Cvent, Eventbrite, BlackThorn, Marketing Cloud, InfoReady).
• Use CRM to create reports, build custom reports, and extract data.
• Assist with logistical prep for events and interact with stakeholders.
• Be flexible with evenings/weekends and travel as needed.

Skills

Experience managing multiple-concurren

Budgeting and vendor negotiations

Microsoft Office proficiency

Public relations skills

Strong written and verbal comms

Teamwork and collaboration

Flexibility with changing priorities

Cvent / Eventbrite experience

Adobe Creative Cloud familiarity

Education

Bachelor's Degree

Tools

Cvent

Eventbrite

BlackThorn

Marketing Cloud

InfoReady

Job description

Primary responsibilities include:

• Planning and coordinating events
• Provide support to senior event planners within the department by preparing invitation lists, creating and distributing event communications, preparing event materials (nametags, place cards, access credentials, parking permits, etc.), and staffing events
• Creation and distribution of print and digital communications, including event invitations, e-newsletters, and RSVP forms
• Serve a backup for creating and maintaining departmental communication tools, including websites (Major Events, Founder's Day, and Finals Weekend) and inbound/outbound phone and email communications
• Be trained and proficient in University-approved technology platforms, including Cvent, Eventbrite, BlackThorn, Marketing Cloud, InfoReady, among others
• Be proficient in using the University's customer relationship management database (CRM) to create contact reports for constituents, build custom reports, and extract strategic data
• Assist with logistical preparations associated with a variety of events including but not limited to Finals Weekend, events sponsored by the President, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, visits by dignitaries, and other special and pan-University events
• Interact daily with key stakeholders, including event attendees, University leaders, faculty, staff, students, and community members
• In addition to the above job responsibilities, other duties may be assigned

Minimum Qualifications:

• Education: Bachelor's Degree
• Experience: Four years of experience. Additional experience may be considered in lieu of degree.

Preferred Qualifications:

• Experience managing multiple concurrent projects in a fast-paced environment
• Experience with budgeting and negotiating contracts and pricing with vendors
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfortable with learning and implementing new software technology
• Experience handling mailings using a database system
• Must be detail-oriented with strong organizational and time management skills
• Strong interpersonal and public relations skills in interacting with diverse constituencies
• Aptitude for exercising independent judgement and proactive critical thinking
• Exceptional written and verbal communication skills
• Ability to be flexible when confronted with changing priorities
• Ability to work in an environment with clearly defined processes and procedures
• Ability to work in a team environment where a project's success is determined by both the individual and team's efforts
• Understanding of protocol, discretion, and confidentiality
• The job may occasionally require travel to attend meetings or events, as well as the ability to work evenings and weekend events on an as-needed basis
• Experience working in higher education or a non-profit organization
• Experience working with Cvent, Eventbrite, and other event registration tools
• Experience with graphic design software, including Adobe Creative Cloud (Photoshop, Illustrator, InDesign, etc.)

Physical Demands:

This position is a primary sedentary job involving extensive use of desktop computers. On occasion for events, it will require the ability to move event materials as needed (~20 lbs.), as well as moving and being in a stationary position.

The anticipated hiring range is $60,000 to $73,000, commensurate with education and experience.

This is an exempt-level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and must be performed fully on-site in a shared office space.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review is ongoing.

Background checks will be conducted on all new hires prior to employment.

This position will not consider candidates who require immigration sponsorship now or in the future.

For additional information about the position, please contact Cecil Banks, Executive Director for Major Events and External Relations at [e-mail].

For questions about the application process, please contact Jessica Russo, Senior Recruiter, [e-mail].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.